Student Governance Policy and Constitution

Preamble

This policy has been proposed by the student body of Ponce Health Sciences University to promote the student welfare and to encourage a clear and continuous exchange of ideas among students, faculty, administrators and the academic community; to assume the maximum powers and responsibilities of self-government; and firmly believing student government to be both beneficial and necessary. Therefore, we, the student body of Ponce Health Sciences University, do hereby establish the following policy and Constitution for Student Governance.

Article I: The Association

Section 1: Name

The governmental organization of the students shall be named the Student Government Association of Ponce Health Sciences University.

Section 2: Campus Locations

The general framework of Student Governance will be the same at each campus: Ponce, San Juan, and St. Louis, with an overarching Institutional Council comprising all three (3) locations.

1. Special provisions may apply depending on the size of each campus, which will be prescribed in this policy and Constitution.

Section 3: Purpose

The purpose of the Student Government Association shall be as follows:

1. To perform all executive functions of the student body.
2. To form a basis for communication and cooperation among students, faculty, administration, and the community.
3. To provide for the general welfare of students.
4. To promote the advancement of student interests and welfare to achieve excellence in academic pursuits and professional interactions.

Section 4: Eligibility

Any student may serve as an elected official (see Article II for qualifications) or an official of any standing or special committees by appointment. An official is someone that has either been elected or appointed, and/or has representative capacity or decision-making authority of the students.

Every student must be actively enrolled and in Good Standing as of the moment of candidacy.

Section 5: Structure

The Student Government Association shall be structured as follows:

Program or Class Level Governance: Class and Program Executive Boards
Campus Level Governance: Campus Council (Ponce, San Juan, and St. Louis)
Institutional Level Governance: Institutional Council (highest authority)

Each level of the student governance acts individually; however, any level may come together for joint meetings (ex. multiple MD class boards meeting together, either on the same campus or across campuses, or the PsyD boards, for example) as they desire.

The governing documents of student governance shall be applied in this order:

1. Student Governance Policy and Constitution, then the Bylaws.
2. The Constitution shall supersede all other governing documents.

Section 6: Advisor

The Advisor of the Student Government Association shall be the Vice President of Student Affairs, or their proxy, upon written designation.

1. The Advisor shall serve in a judicial capacity and enforce the Constitutional provisions and mediate any grievances related to this document.
2. Any student may appeal the decision of the Advisor, or their proxy.
   1. An AdHoc committee comprised of a student rep, an administrator and a faculty member will be activated to review the determination.
   2. If the AdHoc determination does not satisfy the inquiry, the students may present final appeal to the President of the University. The President’s determination will be final.

Article II: Qualification, Nominations, Elections, Appointments, Removal, Vacancies and Quorum

Section 1: Qualifications

In order to be eligible for the offices of President, Vice-President, Secretary, Treasurer, Curriculum Representative, or Social and Community Engagement Representative (Class or Program Boards) or Secretary-Treasurer, Diversity, Equity, and Inclusion (DEI) Officer, or Public Relations Officer (Campus Council), a student shall meet the following requirements:

1. Be a full-time student of their respective program.
2. Must be in good academic standing at the moment of candidacy and throughout the term of office.
3. Must not be on disciplinary or other university probation at the time of election and throughout the term of office.
4. Cannot be a candidate for graduation in December of the same academic year.
5. Must have previous documented leadership experience.

In order to be eligible for service as an elected or appointed official, officer, or ambassador in any other capacity than described or on standing or special committees, a student shall meet the following requirements:

1. Be a full-time student of their respective program.
2. Must be in good academic standing at the moment of candidacy and throughout the term of office.
3. Must not be on disciplinary or other university probation at the time of election and throughout the term of office.
4. Cannot be a candidate for graduation in December of the same academic year.

Section 2: Nominations

Nominations shall be conducted as follows:

1. To qualify for nomination to any Student Government elected office, a student must complete an official petition form within the designated period for filing and must submit the petition to the Office of Student Affairs.
2. All elected positions are self-nominated.
3. No nominations can be submitted on behalf of a student.
4. Nominations are due by the due date published by Student Affairs, at least one week prior to the election period.

Section 3: Elections

Election procedures shall be as follows:

1. Elections are held during the Spring Semester of every academic year to select the officials for the upcoming academic year for continuing cohorts.
   1. Continuing cohorts must conduct their elections in the month of April every year.
   2. The officers-elect will assume office on the final day of the Spring Semester.
   3. Outgoing officers officialy retire their duties on this same day.
2. Incoming cohorts will elect their Executive Boards on or before August 30 every year.
   1. The officers will assume office immediately upon announcement of the results.
3. All elected positions will be held for a period of one (1) academic year at a time, assuming office and leaving office on the final day of the Spring Semester. There are no term limits.
4. Students will have at least one (1) week to file nomination forms with the Office of Student Affairs, with at least one (1) week election cycle following.
5. All elections shall be by anonymous ballot with a majority vote (50% + 1) necessary to decide a contest of students deciding to vote in that election. The Office of Student Affairs will coordinate with the IT Department to set up the electronic voting system.
6. No proxy votes will be allowed.
7. No write-in votes will be accepted.
8. If no candidate receives a majority for a particular position, a runoff between the top two candidates shall be held within one week of the initial election for a one (1) week period.
9. If a majority is not reached after a runoff election, a second debate will be scheduled, and consecutive ballots will be conducted until a majority is reached.
   1. If a majority has not been reached by September 30th , the Vice President of Student Affairs or its proxy will appoint an AdHoc Committee to evaluate the candidates and make a final selection. This applies to all cohorts.
10. Election materials cannot be printed or made using school-funded printers or items.
11. All campaign costs are at the responsibility of the candidate.
12. Candidates cannot use any official University trademarked logos or emblems without the written approval of the Office of Student Affairs and Ponce Health Sciences University’s Marketing Department. Violation of Section 3 Number 12 results in disqualification from the election.
13. Election materials would be allowed in the Institution’s premises only during the election period determined by Student Affairs. All election related items must be removed within 3 business days of the official election result’s announcement regardless of the outcome of the election for the candidate.

Section 4: Appointments

Appointment procedures of the Student Government Association shall be as follows:

1. 1.Appointments may be made by the Class or Program Executive Boards, Campus Council, or Institutional Council for standing or special committees or projects.
2. The respective governing body will publish an announcement to the respective electorate, campus concerned, or the student body to solicit applications for the appointed position.
3. Interested students will fill out an official petition form or sign-up sheet within the designated period for filing and must submit the petition to the Office of Student Affairs.
4. The respective governing body must review and make a decision within one (1) week after the petition form period closes. Appointments will be made by the respective governing body by a majority (50% + 1) vote.
5. Announcements will be made after the appointment has been made.
6. Appointees shall assume their duties on the date of announcement of results.
7. Appointees shall officially retire their duties once their committee or project has been completed or when they submit their final report to the Institutional Council or Campus Council, whichever is later, or as otherwise designated or implied by the respective governing body.

Section 5: Removal

1. Impeachment of Elected Officials and Removal
   1. Elected officials may be removed according to the following procedure: Impeachment by a majority (50% + 1) vote of the class board (by class level and Program, e.g. MD Y1) present and voting at a duly constituted meeting and a vote by the applicable members of that class or that program (e.g. MD), with two-thirds (2/3) vote, of the students voting, being the number of votes necessary for removal.
   2. For elected positions that represent an entire campus, impeachment will come from the Campus Council by majority (50% + 1) vote and a two-thirds (2/3) vote from the students participating in the vote being the number of votes necessary for removal.
   3. For elected positions that represent the entire institution, impeachment will come from the Institutional Council by majority (50% + 1) vote and a two-thirds (2/3) vote from the students participating in the vote being the number of votes necessary for removal.
2. Removal of Appointed Officials
   1. Students in appointed positions or appointed to standing or special committees or projects can be removed by the respective governing body that appointed them by a majority vote (50% + 1).
3. Grounds for Impeachment
   1. Grounds for impeachment shall be unprofessional behavior, disclosing any confidential information to those outside of the organization to which administration or peers have entrusted the member, malfeasance or nonfeasance in office, and/or violation of local, state, or federal law.
   2. Malfeasance includes but is not limited to dishonesty or corruption in office. Nonfeasance is defined as failure to perform the duties of office including compliying with attendance and participation as defined in the Bylaws.
4. Automatic Removal
   1. Any official shall be automatically removed for failure to maintain any of the qualifications of the office as stated in Article II, Section 1. The removal can be initiated by the Student Council or the Vice President of Student Affairs or its designee.
5. Recall
   1. The right to recall all officers elected under this constitution is invested in the students according to the following procedure: Whenever a petition signed by twenty-five percent (25%) of the electorate of the office concerned shall be presented to the Office of Student Affairs within thirty (30) school days after the election, a recall election will be conducted.

Section 6: Vacancies

If a vacancy occurs:

1. All elected positions where vacancies occur shall be fulfilled via a special election for the remainder of the term of that officer.
2. The announcement of the vacancy shall take place no later than forty-eight (48) business hours after the vacancy occurs.
3. Students will have one (1) week to file nomination forms with the Office of Student Affairs from the date of the announcement of the vacancy, with a one (1) week election cycle following.
4. All other election protocols will be the same as prescribed in Article II, Section 3.
5. For vacancies in appointed positions, the respective governing body who appointed that student may solicit new applications or sign-ups to fill the role, following the procedures outlined in Article II, Section 4.

Section 7: Quorum

Quorum will be defined as the following:

1. Quorum for all levels of student governance requires a majority (50% + 1) of officials to be present at a duly constituted meeting to take any official actions, decisions, or votes. Failure to obtain quorum renders any official actions, decisions, or votes null and void.

Article III: The Class and Program Executive Boards

Section 1: The Executive Boards

1. The representative authority of each class or program shall be vested in each Class Executive Board or Program Executive Board.
2. The format of the name of the board shall be [Name of Program] [Year of Graduation] Executive Board. For example: MD 2028 Executive Board or MSMS 2025 Executive Board.
3. Some programs cohorts are too small to constitute a Class Executive Board. In those instances the Vice President of Student Affairs, or their proxy, will approve a Program Executive Board with the combined participation of all levels from a particular program or School.
4. Both will follow the same composition, responsibilities, powers, and guidelines as the Class Executive Boards prescribed in this Article.

Section 2: Composition and Duties of Officers

The Executive Boards shall have the following elected officers:

1. President
   1. Convene and chair the meetings of the Executive Board
   2. Enforce the practices and procedures outlined in the governing documents
   3. Act as liaison between the students and administration
   4. Represent the class in all institutional acts
   5. May allocate additional responsibilities not listed in this Policy to other members of the Executive Board as long as they don’t violate institutional and programmatic standards and policies.

1. Vice-President
   1. Assist the President in fulfilling their duties
   2. Fulfill the duties of the President in their absence
   3. Assume the role of President in the event of resignation or vacancy of the Presidency
   4. Assist the other officers with their duties as needed
2. Secretary
   1. Send meeting invitations to all the members of the respective Board.
   2. Record the attendance of Council members, write the minutes and prepare reports as needed by to the Council after each meeting.
   3. Prepare reports as requested by the Student Affairs Office.
   4. Other duties as assigned.
   5. The Secretary and Treasurer position may be combined in cohorts smaller than 50 students as Secretary-Treasurer.
3. Treasurer
   1. Record all financial transactions of the Board.
   2. Prepare periodic expense reports and financial standing reports.
   3. Submit a treasury report every six months to the Vice President of Student Affairs or their designated proxy.
   4. Other duties as assigned.
   5. The Secretary and Treasurer position may be combined in cohorts smaller than 50 students as Secretary-Treasurer.
4. Curriculum Representative
   1. Provide a voice for students to the Curriculum Committee, teaching faculty, Course Directors, and Academic Deans regarding the improvement of the academic curriculum
   2. Participation in the Curriculum Committee will follow the committee bylaws regarding representation in the pre clinical and clinical subcommittees and voting members in the committee at large.
5. Social and Community Engagement Representative
   1. Plan events for the class that boost overall class morale and wellbeing
   2. Act as a communications liason, managing any approved class or program social media
   3. Promotes networking, collaboration, and engagement with other cohorts and programs
   4. Collaborates and gives input with the campus Public Relations Representative and assists where needed for events
   5. Promote service opportunities and help with any student community events
6. For the MSMS Class Executive Board (St. Louis campus only) and the MPH Class Executive Board (Ponce campus only): The MSMS and the MPH Executive Class Boards will have an Online Curriculum Representative. Responsibilities shall be:
   1. Represent the class to teaching faculty
   2. Provide a voice for students to teaching faculty regarding the improvement of the academic curriculum

The format of the name of the officers shall be [Name of Program] [Year of Graduation] Class [Name of Position]. For example: MD 2026 Class President.

For Program Executive Boards the format of the name of the officers shall be [Name of Program or School] [Academic Year] Executive Board [Name of Position]. For example: PsyD 2024-2025 Executive Board President or School of Nursing 2024-2025 Executive Board President.

Section 3: Powers and Duties

The Class Executive Board and the Program Executive Board shall have the following powers in the performance of the following duties:

1. Shall, by a majority vote, pass motions, make petitions, make resolutions, and any other actionable items.
2. May, by a majority vote of those present and voting at a duly constituted meeting, make appropriations and request to fund certain events or activities.
3. May, by a majority vote of those present and voting at a duly constituted meeting impeach for cause, any elected official on their board to send to the class for a removal vote.
4. Create and appoint students to standing or special committees for their class.

Section 4: Meetings

1. There shall be at least one monthly scheduled meeting of the Executive Board.
2. Special or emergency meetings may be called by the President, or if a majority of the board agrees in writing to meet.

Article IV: The Campus Council

Section 1: The Campus Council

The highest authority of each campus shall be vested in their Campus Council.

Section 2: Composition

The Campus Council shall be composed of all elected Class Presidents of each class or program in the campus. Each campus will have the option to have an at-large, elected Secretary, Treasurer, and Diversity, Equity, and Inclusion (DEI) Representative. The Secretary-Treasurer positions may be combined.

Section 3: At-Large Positions

Four voting at-large positions shall comprise the Campus Council’s Cabinet and be elected by the Campus Student Body. Candidates will present their candidacies with applications that must include their qualifications for the positions. Elected classboard presidents are excluded from the candidacy to Campus Student Council President.

1. President
   1. Convene and chair the meetings of Campus Student Council
   2. Enforce the practices and procedures outlined in the governing documents
   3. Act as liaison between the students and administration regarding campus wide topics, projects and initiatives
   4. Represent the Campus in all institutional acts
   5. May allocate additional responsibilities not listed in this Policy to other members of the Campus Student Council as long as they don’t violate institutional and programmatic standards and policies.
2. Secretary-Treasurer
   1. Send meeting invitations to all the members of the Campus Council.
   2. Record the attendance of Council members, write the minutes and prepare reports as needed by to the Council after each meeting.
   3. Prepare reports as requested by the Student Affairs Office.
   4. Record all financial transactions of the Campus Council.
   5. Prepare periodic expense reports and financial standing reports
      Submit a treasury report every six months to the Vice President of Student Affairs or their designated proxy.
3. Diversity, Equity, and Inclusion (DEI) Officer
   1. Assist to develop, recommend, and execute strategies and events to promote DEI initiatives on campus.
   2. Gather qualitative and quantitative data pertaining to student concerns, ideas, and feedback from students on campus with a focus on underserved and underrepresented students.
   3. Report back to the Campus Council to recommend initiatives or strategies.
4. Public Relations Officer
   1. Assist to develop, propose, and manage school-wide events and activities
   2. Works with the Social Chairs of the school’s cohorts to develop and gain feedback for school-wide events and activities
   3. Help foster cross-program networking and engagement
   4. Is responsible for submitting social media content for the appropriate approval process with the PHSU Marketing Department.
   5. Is responsible for disseminating and gathering media content to be submitted for various publications such as departmental, campus and institutional newsletters, among others.

Section 4: Powers and Duties

The Campus Council shall have the following powers in the performance of the following duties:

1. Shall, by a majority vote, pass motions, make petitions, make resolutions, and any other actionable items.
2. May, by a majority vote of those present and voting at a duly constituted meeting, make appropriations and request to fund certain events or activities.
3. Elect their own chairperson, amongst the council who will set the agenda for any meetings and convene them.
4. By a majority vote, impeach elected student officials in elected positions that represent the entire campus.
5. Shall establish a set of Bylaws, which will govern the daily functions on that campus; and, by majority vote (50% +1), amend their Bylaws
6. By a majority vote, remove appointed student officials in positions appointed by the Campus Council that represent the entire campus.
7. Create and appoint students to standing or special committees.

Section 5: Meetings

The Campus Council shall hold at least one meeting per month. Further meetings are not required throughout the semester unless a majority of the Presidents agree in writing to meet, or if the Advisor of the Student Government Association, or their proxy, requests a meeting.

Article V: The Institutional Council

Section 1: The Institutional Council

The highest authority of the Association shall be vested in the Institutional Council.

Section 2: Composition

The Institutional Council shall be composed of all elected Campus Council Presidents across all campuses.

Section 3: At-Large Positions

Four voting at-large positions shall comprise the Institutional Council’s Cabinet and be elected by the Student Body. The Election process will be perform according to all sections and procedures stipulated on Article II of this Constitution.

1. President
   1. Convene and chair the meetings of Institutional Student Council
   2. Enforce the practices and procedures outlined in the governing documents
   3. Act as liaison between the students and administration regarding institutional policies, projects, and initiatives
   4. Represent the Student body in Official events and institutional acts
   5. May allocate additional responsibilities not listed in this Policy to other members of the Institutional Student Council as long as they don’t violate institutional and programmatic standards and policies.
2. Secretary-Treasurer
   1. Send meeting invitations to all the members of the Institutional Council.
   2. Record the attendance of Council members, write the minutes and prepare reports as needed by to the Council after each meeting.
   3. Prepare reports as requested by the Student Affairs Office.
   4. Record all financial transactions of the Institutional Council.
   5. Prepare periodic expense reports and financial standing reports
   6. Submit a treasury report every six months to the Vice President of Student Affairs or their designated proxy.
3. Diversity, Equity, and Inclusion (DEI) Officer
   1. Assist to develop, recommend, and execute strategies and events to promote DEI initiatives on the institutional level.
   2. Gather qualitative and quantitative data pertaining to student concerns, ideas, and feedback from students institutionally with a focus on underserved and underrepresented students.
   3. Report back to the Institutional Council to recommend initiatives or strategies.
4. Public Relations Officer
   1. Assist to develop, propose, and manage school-wide events and activities
   2. Works with the Public Relations Officers of the Campus Councils to develop and gain feedback for institutional events and activities
   3. Help foster cross-campus networking and engagement
   4. Is responsible for submitting social media content for the appropriate approval process with the PHSU Marketing Department.
   5. Is responsible for disseminating and gathering media content to be submitted for the institutional newsletter, and official institutional publications, among others.

Section 4: Powers and Duties

The Institutional Council shall have the following powers in the performance of the following duties:

1. Shall, by a majority vote, pass motions, make petitions, make resolutions, and any other actionable items.
2. May, by a majority vote of those present and voting at a duly constituted meeting, make appropriations and request to fund certain events or activities.
3. Elect their own chairperson, who will have the highest authority of the organization, amongst the council who will set the agenda for any meetings and convene them.
4. Shall establish a set of Bylaws, which will govern the daily functions of the Institutional Council; and, by majority vote (50% +1), amend their Bylaws.
5. May establish additional governing documents and, by majority vote (50% +1), amend them.
6. Shall approve or disapprove any proposed amendments to this Constitution, as provided by this policy, with a two-thirds (2/3) vote of those present and voting at a duly constituted meeting to send to the student body for a referendum for approval.
7. By a majority vote, impeach elected student officials in elected positions that represent the entire institution.
8. By a majority vote, remove appointed student officials in positions appointed by the Institutional Council that represent the entire institution.
9. Create and appoint students to standing or special committees.

Section 5: Meetings

Meetings shall be held as follows:

1. The Institutional Council shall hold at least one meeting per semester.
2. Additional meetings are not required throughout the year unless a majority of the Presidents agree in writing to meet, or if the Advisor of the Student Government Association, or their proxy, requests a meeting.

Article VI: Additional Student Representation

Section 1: Additional Student Representation

1. Students can become official ambassadors or additional representatives in one of two ways:
   1. A role proposed by any level of Student Government Association.
      1. Students will hold one (1) year terms for these positions, or until their duties or projects are completed. There shall be no term limit.
      2. Elections for these positions shall be held either in the Spring semester (continuing cohorts) or Fall semester (incoming cohorts) for standing positions, or elections may be held on an as-needed basis as the position is created or needed.
      3. Students will have one (1) week to file nomination forms with the Office of Student Affairs, with a one (1) week election cycle following.
      4. All other election rules in Article II Section III shall apply.
      5. Additional representatives shall report to the Instituitonal Council, Campus Council, or Class or Program Executive Board with their findings, whichever level appointed them.
      6. Grounds for removal will follow the procedure prescribed in Article II Section 5.
2. A role proposed by the University for special projects, accreditation processes, committees, and other official endeavors can be assigned and appointed to students.
   1. In this case the University will inform the Institutional Council and the Campus Council of the corresponding campus in writing regarding the appointment of the role.
      1. The University may request the assistance of the Institutional Council or Campus Council in appointing to the role if desired.
   2. These appointed representatives may report their findings to the Institutional Council and/or the Campus Council of the corresponding campus, as long as it is permitted and authorized by the committee they are participating in and its Bylaws.
   3. The following restrictions shall apply:
      1. Any endeavor regarding academic affairs or curriculum changes warranting student representation must be chosen from elected student leaders.
   4. The Institutional Council, Campus Council, or Class or Program Board may appeal and/or file a grievance following the Institutional Grievance Policy.

Article VII: Amendments to this Constitution and Referendums

Section 1: Amendments and Referendums

Amendments to this Student Governance Policy and Constitution and any other referendums may be proposed by the Institutional Council according to either of the following methods:

1. By two-thirds (2/3) vote of those present and voting at a duly constituted meeting of the Institutional Council.
2. By a petition signed by at least twenty-five percent (25%) of the student body of Ponce Health Sciences University.

Section 2: Submission to the Students

At least one (1) week must elapse between the date of approval of an amendment to this Policy by the Institutional Council and the date of submission to the student body for a vote, and that submission shall not take place during any school-sanctioned holiday or recess. The same procedure shall be followed for any student body referendums.

Section 3: Ratification of Amendments

Amendments shall become a part of the Constitution after ratification by a majority vote (50% + 1) of the students voting in an election.

Adopted: Date of Ratification Vote Determination
Last Amended: Date of Ratification